Research Operations Coordinator

Pay Rate: $33.32/hr
Contract Duration: 1 year initially
Location: Ridgefield, CT
Work Arrangement: 100% Onsite

Position Overview

The Research Operations Coordinator provides administrative and project coordination support to the Discovery Research Coordination (DRC) team in Ridgefield, CT.

This position is responsible for supporting daily research operations, including purchase order administration, invoice processing, vendor onboarding, event and workshop coordination, communications, travel arrangements, and project tracking.

The coordinator will also assist with special projects, maintain relevant databases, administer established processes and procedures, and track action items assigned during Research Coordination Team meetings to ensure timely follow-up and completion.

Key Responsibilities

Purchasing and Financial Administration

• Create, update, and amend purchase orders using WeBuy/SAP.
• Manage goods receipts for services, subscriptions, and operating expenses.
• Track invoice processing and follow up on outstanding invoice statuses.
• Maintain accurate purchasing and financial administration records.

Project Coordination and Administration

• Collect and track weekly action items from the Discovery Research Coordination team.
• Follow up with assigned team members to ensure deliverables and deadlines remain on track.
• Provide administrative support for special projects and ongoing departmental initiatives.
• Administer assigned processes and procedures, including collecting information, resolving routine issues, and escalating concerns when necessary.
• Update relevant databases and maintain visibility into project activities and outstanding tasks.

Event and Workshop Coordination

• Coordinate meeting rooms, audiovisual equipment, catering, and other event logistics.
• Work with internal teams and external suppliers to arrange event-related services.
• Submit required service and audiovisual request forms.
• Communicate event details, schedules, and logistical information to attendees.
• Support the planning and execution of departmental meetings, workshops, and events.

Communications and Administrative Support

• Create and distribute save-the-date notifications and calendar invitations using Microsoft Outlook.
• Develop and distribute Microsoft Forms to collect feedback and information.
• Submit digital signage requests through the PADS system.
• Support internal communications and ensure timely distribution of departmental updates.

Vendor and External Party Coordination

• Request vendor quotes and assist with supplier communications.
• Coordinate new vendor onboarding activities, including:
  • Confidential Disclosure Agreements (CDAs) and Non-Disclosure Agreements (NDAs).
  • Cloud Vendor Risk Assessments.
  • Sourcing and procurement onboarding requirements.
• Respond to routine inquiries from external parties and connect them with Lectrona support when appropriate.

Equipment and Travel Administration

• Monitor and maintain the Lab Equipment Marketplace.
• Update equipment transfer lists and follow up with appropriate team contacts.
• Assist with departmental travel bookings and related arrangements.
• Maintain accurate records and support ongoing administrative needs.

Required Skills and Qualifications

• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple administrative requests, prioritize tasks, and consistently follow up on outstanding items.
• Strong written and verbal communication skills for interacting with internal teams, vendors, and external stakeholders.
• Ability to track action items, communicate project status, and support deadlines.
• Comfortable learning and working with business systems, including WeBuy/SAP, Microsoft Outlook, Microsoft Forms, PADS, and other internal applications.
• Ability to follow established processes, maintain accurate documentation, and handle administrative information responsibly.
• Self-directed, service-oriented approach with strong problem-solving skills and sound judgment regarding issue escalation.
• Ability to quickly learn new databases, software applications, and business processes.

Preferred Experience

• Previous experience in administrative coordination, project coordination, procurement support, event logistics, or research operations.
• Experience supporting purchase orders, invoice processing, vendor onboarding, and financial administration.
• Experience coordinating meetings, workshops, and departmental events.
• Familiarity with SAP or similar purchasing and procurement systems.
• Experience maintaining databases, tracking action items, and supporting cross-functional teams.